Specialty Support Funding

The Wessex Professional Development Unit (PDU) supports in funding of a wide range of specialty training activities each year, across all medical specialties. This webpage aims to provide all the necessary funding information that event organisers require.

Responsibilities:

– Responsible for approving any new requests for funding/activity,

– Review and approve/reject any significant changes to existing activity/costs.

– Responsible for confirming funding is available via england.wxpduspecialtysupport.se@nhs.net before approving any subsequent requests to run additional events in-year.

– Resolve issues if activities take place without the appropriate approvals or supporting evidence.

– Manage their School’s budget and the Discretionary Budget in line with the guidance below and the principles of NHS England Standing Financial Instructions and NHS England Expenses policy.

– Follow the instructions below.

– Obtain approval for any new activity.

– Review and advise the Head of School and england.wxpduspecialtysupport.se@nhs.net of any significant changes to existing activity/costs, including requests for additional events.

– Do not run any additional events in-year (to those already approved) without first obtaining approval from the Head of School. If approval has been provided by the Head of School, inform england.wxpduspecialtysupport.se@nhs.net.

– Ensure that Event Leads for their activities follow the instructions below.

– Follow the instructions below.

– Obtain approval for any new activity or significant changes (increases) to estimated costs via the Course Lead (or Head of School direct) as appropriate.

– Do not run any additional events in-year without first obtaining approval from the Course Lead (or Head of School direct) as appropriate.

– Submit all claims and invoices within 1 month of the completion of the training activity (unless there are justifiable reasons why these cannot be presented promptly), including receipts or proof of payment for all costs claimed.

What can be funded

Details on what can be funded and how to claim are provided below. Any expenditure must comply with the principles of NHS England Standing Financial Instructions and NHS England Expenses policy, and account for any local Trust instructions where a Trust is involved in facilitating payments.

Please note that NHSE Wessex does not support the use of industry sponsorship to assist in funding or part-funding events, instead please provide us with details of the full costs you expect to incur so that we can budget accordingly.

Free venues must be booked where possible. Where it is not possible to book a free venue:

– Venues can be funded
– The most cost-effective venue must be sourced/booked

Preferred payment method – direct invoice to the Wessex PDU (see below)

Equipment must be borrowed where possible. Where it is not possible to borrow equipment:

– Limited equipment may be funded

england.wxpduspecialtysupport.se@nhs.net must be informed of any intended purchases before any commitment is made.

– The most cost-effective supplier must be sourced/booked

Preferred payment method – direct invoice to the Wessex PDU (see below)

If you intend to claim for payment of actors, patients or other volunteers, please ensure that you provide proof of their individual receipts of payment. A template form to assist you to record proof of their receipt of payment on the day is here: Actor/Patient/Volunteer Receipt of Payment template

Educational prizes or awards can be funded, noting the following:
– The most cost-effective supplier must be sourced/booked
– Vouchers that can be used to support educational activity and resources can be funded
– Monetary prizes or awards cannot be funded
– Prizes or awards containing alcohol cannot be funded

Preferred payment method – event organisers to purchase prizes themselves and claim back (with proof of purchase) via an electronic copy of the Wessex PDU Lecture/Expense Claim Form (see below)

Unfortunately NHSE is unable to fund gifts. 

Where an individual or team’s contribution deserves special recognition, then it is recommended that you write a letter of appreciation and CC in the relevant contacts, e.g. their line manager, Training Programme Director and/or Head of School as appropriate.

Lunch can be funded for delegates and event organisers/lecturers/examiners during whole-day events:

– Lunch must be sourced via the most cost-effective method/supplier (recommended maximum of £6 per person)


Payment method – event organisers have 2 options:

1. Purchase lunch themselves and claim back (with proof of purchase) via an electronic copy of the Wessex PDU Lecture/Expense Claim Form (see below)
2. Ask suppliers to invoice the Wessex PDU directly (see below)

Dinner can be funded for event organisers/lecturers/examiners providing they take place after whole-day events and are ‘working’ meetings:

– Dinner must be sourced via the most cost-effective method/supplier

– Maximum of £15 per person, which includes non-alcoholic drinks served with the meal. Alcohol cannot be funded.

Payment method – event organisers have 2 options:

1. Purchase dinner themselves and claim back (with proof of purchase) at a maximum rate of £15 per person, via an electronic copy of the Wessex PDU Lecture/Expense Claim Form (see below)

2. Ask suppliers to invoice the Wessex PDU directly (see below)

Refreshments can be funded for delegates and event organisers/lecturers/examiners at intervals during half-day and whole-day events:

– Refreshments must be sourced via the most cost-effective method/supplier (recommended maximum of £3 per person per serving)

Payment method – event organisers have 2 options:

1. Purchase refreshments themselves and claim back (with proof of purchase) via an electronic copy of the Wessex PDU Lecture/Expense Claim Form (see below)
2. Ask suppliers to invoice the Wessex PDU directly (see below)

It is appreciated that time and effort go into organising and delivering training events, therefore event organisers/lecturers/examiners can claim for their time, within the following guidelines:

– Time to prepare and/or deliver specialty support activity can be funded providing the course organiser/lecturer/examiner has carried out the work in their own time.

– Time cannot be funded if course organiser/lecturer/examiner has supported the activity during trust/SPA/study leave time, or the time can be offset against any of these.

– The Wessex PDU’s standard lecture rate is £63.91 per hour (minimum of 1 hour paid) – in line with page 29 of the August 2023 NHS Employers Pay and Conditions Circular (£95.86 per 1.5 hours). There will be no back-payments for retrospective changes to these rates.

– Any non-standard lecture claims (i.e. more than £63.91 per hour) must have advance approval from the Wessex PDU (england.wxpduspecialtysupport.se@nhs.net ).

Payment methods:

Standard lecture claims – via an electronic copy of the Wessex PDU Lecture/Expense Claim Form (see below).

Non-standard lecture claims – direct invoice to the Wessex PDU (see below).

Faculty (including Consultants, Doctors in Training, guest speakers, actors and patients):

– Travel and car parking expenses can be funded
– If travelling by car, mileage is claimable at 45p per mile

Payment method – via an electronic Wessex PDU Lecture/Expense Claim Form (see below).

Delegates (Doctors in training):

Doctors in Training attending an event as a delegate cannot claim Travel and car parking expenses via Specialty Support as they should be claimed back via the employing trusts.


How to source funding

If funding is required to support a new specialty training activity, whether recurring or one-off, the applicant must apply for funding by:

1. Completing (including full breakdown of estimated expenses) a copy of the Wessex PDU Funding Application Form.

2. Obtaining Head of School approval (sign-off).

3. Submitting their funding application to england.wxpduspecialtysupport.se@nhs.net.

Notes:

– if you plan to seek to use sponsorship, please see the guidance in the Sponsorship section below.

– this process only applies to new activity; for any existing recurring activity, please see below.

For any recurring activity (i.e. approved by Head of School to take place every financial year), a budget will be allocated for each financial year (1 April – 31 March) based on the previous spend, but we require you to update us on any revised costs and known changes for the current year.

a. Wessex Delegates. If you are receiving funding from the Wessex Specialty Support budget to run the activity then you should not be charging Wessex delegates an attendance fee.

b. Non-Wessex Delegates. If you plan to charge an attendance fee for non-Wessex doctors then you should let us know in advance. As a minimum, you will need to record such delegates’ names, specialty, employing Trust and Region so that we can arrange a transfer of the payment.


Sponsorship

Although third parties may offer to sponsor a training event/course or another expense, NHSE Wessex does not support the use of industry sponsorship to assist in funding or part-funding events. Instead please provide us with details of the full costs you expect to incur so that we can budget accordingly.

Correspondence

Once funding has been approved, each new training activity is allocated a unique Wessex PDU ‘NC’ code. Please quote this number, along with the course/activity title, on all correspondence.

Submitting claims and evidence

  • All claims and invoices must be submitted within 1 month of the completion of the training activity (unless there are justifiable reasons why these cannot be presented promptly) if payment is to be made.
  • All claims need to be supported with receipts or proof of payment for all costs claimed.
  • Before submitting a claim or invoice, claimants must refer to the relevant section(s) above for clarification of the Wessex PDU’s required payment method in each scenario
  • As well as following the above to comply with NHSE financial policies, you will also need to comply with any local financial instructions, especially where your employer is used to facilitate the processing of payment for the activity.

Payment methods

There are 3 payment methods available:

Please complete a copy of the Wessex PDU Lecture/Expense Claim Form and email it to england.pdufinance.wx@nhs.net.

Please note – it can take up to 6 weeks for payment to be received.

Suppliers/trusts must include the following information on invoices to the Wessex PDU:

– Training activity title (e.g. O&G Regional Teaching)
– Event date
– Venue
– Reference: XXBLIU
– Address:

NHS ENGLAND
X24 PAYABLES K005
PO BOX 312
LEEDS                                      
LS11 1HP  

In some cases, it may be necessary for PDU to raise a Purchase Order (PO) – if you require a PO, please contact us.

Please advise suppliers that it can take up to 6 weeks for payment to be received.

In exceptional circumstances trusts can purchase items and/or pay suppliers’ invoices on behalf of the Wessex PDU, and raise an invoice to the Wessex PDU to seek reimbursement, including the following information:

– Training activity title (e.g. O&G Regional Teaching)
– Event date
– Venue
– Reference: XXBLIU
– Address:

NHS ENGLAND
X24 PAYABLES K005
PO BOX 312
LEEDS                                      
LS11 1HP  

In some cases, it may be necessary for PDU to raise a Purchase Order (PO) – if you require a PO, please contact us.

Please advise suppliers that it can take up to 6 weeks for payment to be received.

Documents

Contact us

england.wxpduspecialtysupport.se@nhs.net
01962 690310